Sending Email when a list item is added and the assigned column is blank

[ecubugg]

Hello!  I am creating a flow for a SharePoint list so that when a list item is added, IF the "Assigned To" field is blank, an email is sent letting the assigner know that there is a list item that needs an assignment.  I thought I had this all correct, but then I tested it and I got the email 100 times.  Additionally, I have the flow set up to get the attachments and add them to the email.

Originally, I just had this flow set up to run any time an item was added, but now just want it to go when the item needs to be assigned.  Help!  What did I get 100 emails and how can I fix it???  Thank you!

[trice602 · Accepted solution]

Hi @ecubugg ,

For starters I think you can add this trigger setting in your trigger to check if the "Assigned to display name" is blank.  Please add and resubmit a test.

@not(equals(empty(triggerOutputs()?['body/Assignedto/DisplayName']), true))

Click on the "..." in your trigger to access your settings.  At the bottom, at a trigger condition.

For the rest of the flow, I don't think you need the Get Items near the middle/end because it won't help with anything and there's a setup issue (no worries).  Also, since we moved the trigger condition to the trigger settings, you don't need the conditional action.

Your flow looks good!  Great job!

[eliotcole]

You need to add a Trigger Condition, @ecubugg ... these are an expression that results in a true or false response and if true the flow trigger will fire.

---

To add a Trigger Condition, just:

1. Tap the three dot menu on your trigger
2. Select 'Settings' and look to the bottom of the trigger's settings
3. Here you can tap '+ Add' to place additional Trigger Conditions!

---

Each trigger condition added will be looked at in conjunction with the other trigger conditions in an and() method.

Here (change 'AssignedTo' to the appropriate column name) your trigger condition might look something like:

@not(equals(triggerOutputs()?['body/AssignedTo'], null))

There I have just stated that if the AssignedTo field is null (ie. nothing has been placed in it and/or it is not even included in the trigger) then return a true value, but then flip that true to a false value. Therefore if the AssignedTo field is null, this will return a false value, and the flow will not run.

You may also wish to ensure that there is an attachment using:

@equals(triggerOutputs()?['body/{HasAttachments}'], true)

This just checks whether or not the 'HasAttachments' field is equal to true, again, if not, the flow will not trigger.

Or you may find that this works for the attachments:

@triggerOutputs()?['body/{HasAttachments}']

---

Once you have your trigger condition, then you won't be firing for EVERYTHING.

That said, you may wish to start playing with a more complex (maybe separate?) flow, separately, regarding when items are modified, but that's a whole 'nother thing!

---

Oh, also, you may find that you need to include the 'ContentType' key and value in the attachments append action, plus, in order to get that right you may need to pull the correct data from the previous action. So a different looking JSON, may look like this:

{
  "name": "@{items('Apply_to_each')?['DisplayName']}",
  "contentType": "@{body('Get_attachment_content')?['$content-type']}",
  "contentBytes": "@{body('Get_attachment_content')?['$content']}"
}

If that gives you trouble, try it with the below instead ...

Spoiler

{
  "@@odata.type": "#microsoft.graph.fileAttachment",
  "name": "@{items('Apply_to_each')?['DisplayName']}",
  "contentType": "@{body('Get_attachment_content')?['$content-type']}",
  "contentBytes": "@{body('Get_attachment_content')?['$content']}"
}

If all of that gives you pain, try removing the quotes around the Dynamic Values, as Power Automate can be finicky with it all as it adds them itself sometimes.

[eliotcole]

Also, if you want an easy way to make trigger conditions, then fire up a Filter action under your trigger, pick your left side condition and right side of the filter (no need to set a 'From' value), then tap on the 'Edit in advanced mode' under the condition ... BOOM ... instant trigger condition to cut out (including the @)and paste into the settings of your trigger!

[ecubugg]

Thank you so so so much!  That all makes total sense.  I did what you suggested and it worked!  🙂  I'm new to power flow, so I appreciate all of the details!

[ecubugg · Accepted solution]

This, is amazing.  I am new to power flow, so I did not know how to create the trigger conditions!  This is awesome.  I tried it out.  Thank you!